Administration Executive

About the role

We are looking for a responsible and well-organized Administration Executive to manage business licensing, maintenance coordination, office facilities, pest control services, administrative purchasing, and company vehicle-related records. The successful candidate will work closely with branch teams, service providers, contractors, and relevant government authorities to ensure licenses, maintenance requests, service agreements, and administrative records are properly monitored and completed within the required timelines.

Key responsibilities

• Monitor and follow up on new applications, renewals, and outstanding matters relating to business and retail licences
• Maintain an updated licence tracker and ensure renewals are completed before the expiry dates
• Review and identify licensing requirements for new and existing branches
• Coordinate with relevant government authorities, local councils, and external parties on licensing matters
• Monitor certificates and licences relating to fire extinguishers, weighing machines, signboards, and other regulatory requirements
• Receive, review, assign, and monitor maintenance requests from offices and branches
• Create maintenance tickets and coordinate the required repair or servicing work
• Coordinate pest control arrangements for offices, branches, and new branch openings
• Monitor the expiry and renewal dates of service agreements and administrative contracts
• Monitor the expiry dates of company vehicle road tax and insurance

About you

• Minimum Diploma in Business Administration, Office Management, Facilities Management, or a related field
• At least 1–3 years of relevant experience in administration, licensing, facilities maintenance, property management, or a related function
• Proficient in Microsoft Office, particularly Microsoft Excel
• Good record-keeping, coordination, and follow-up skills
• Detail-oriented and able to monitor multiple deadlines, expiry dates, and outstanding matters
• Able to communicate effectively with internal departments, branch teams, contractors, vendors, and government authorities
• Able to work independently and travel to branches or government offices when required